CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Electrical Design Services for Installation of LED lighting & Solar PV panels

2.2

Description of the goods or services required

The University of South Wales (USW) is a major player in UK higher education, with campuses in Cardiff, Pontypridd (Treforest) and Newport. This commission focusses on estate wide energy efficiency improvements, focusing on upgrading existing lighting to LED, and installing photovoltaic panels on a number of our roof spaces.

The University of South Wales is committed to reducing its environmental impact and carbon emissions. A large contributing factor towards our environmental impact is our utility consumption, which creates a significant amount of CO2 emissions and large costs at the University. Last financial year, the University spent over £3.3 million and emitted almost 7,000 tonnes of CO2 as a result of its utility consumption. The majority of this spend is associated with electricity consumption which accounted for over £2.5 million pounds. Therefore, we are aware that it is this activity, which should be prioritised for identifying cost savings initiatives.

The University engaged with the Welsh Government Energy Service (WGES) in order to assess the key opportunities for reducing carbon across its estate. Site visits were carried out at the Sport Park, Treforest, Cardiff and Newport Campuses. The opportunity for LED lighting projects across all sites has been highlighted along with the possibility for roof mounted solar PV on the student accommodation and Brecon buildings at Treforest and the roof areas at the Sport Park and Cardiff Campuses.

LED lighting combined with solar PV is seen as an ideal energy efficiency measure to provide significant savings on the electricity usage at the University. As our buildings are generally open long hours, we will see a great benefit from increased consumption of solar generation and the decreased electrical load provided by LED lighting. This will help us greatly reduce our carbon emissions and energy usage, which falls in line with our objectives to become a more sustainable institution.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=101653.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The University requires an electrically led design team to undertake, as a minimum, the following services:

• Electrical design

• Structural surveys and design information

• Preparation and submission of building regulations application (if required)

• Preparation and submission of planning application (if required)

• Development of tender documentation to appoint a contractor

• The role of a Principal Designer

• Estimating and Financial Services

• Quality inspections of the appointed contractors work

The Consultant will be expected to provide suitably qualified personnel to undertake the work and must provide a named single point of contact who shall be responsible for the operation of the contract. The multi-disciplinary team will comprise suitably qualified and/or experienced personnel who have wide and demonstrable experience in developments similar to this initiative. It is important to note that the University is interested in the experience of the individuals who will deliver the commission and not the collective experience of the company.

You will be required to develop drawings and specifications suitable to issue to a contractor for construction purposes and to represent the University from initial design through to completion of construction/ handover.

Please note that the University will act as Project Manager.

Your design is required to focus on the following requirements on the following buildings:

Treforest Campus

• LED lighting replacement to student accommodation buildings (Glamorgan Court and Mountain Halls), Treforest campus.

• Roof mounted solar PV systems on pitched and flat roofs to Glamorgan Court and Mountain Halls, Treforest Campus

• LED lighting replacement in Brecon building (B block), Treforest Campus

• Roof mounted solar PV systems on pitched and flat roofs of Brecon building (B block), Treforest Campus

Cardiff Campus

• LED lighting replacement to the Atrium building, Cardiff Campus

• Roof mounted solar PV systems on flat roof of the Atrium building (A Block), Cardiff Campus

Newport Campus

• LED lighting replacement to the Newport Campus

Sport Park Complex

• LED lighting replacement to the Sports Park building 1, Sports Park Complex

• Roof mounted solar PV system on flat roof at the Sports Park building 1, Sports Park Complex

• LED lighting replacement at the Sports Pavilion, Sports Park Complex

There is an accompanying folder with plans that are provided to inform your submission.

You are required to take the project through to completion, with the initial focus on producing suitably detailed tender issue drawings, and specifications, and subsequently resolution of any queries raised by the contractor.

Mechanical and Electrical Design

You should include for the following in your design and work schedule:

• All areas contained within the buildings listed above are to have new LED lighting complete with most suitable control function. This is also to include external lighting with the most suitable control function.

• Full surveys of general lighting are to be done to each building, as LED lighting exists in some areas, which does not require replacement.

• Full design and rationalisation of fitting ideally to reduce the number of lights in each building working to the minimum British Standard on lux levels for each area or activity.

• Our preferred suppliers are JCC, Tamlite and Dextra Lighting UK, where we receive 5 years on site parts and labour warranties and removal of all existing fittings free of charge. Designs will need to show lighting specifications and evidence of energy and carbon savings.

• Consideration needs to be given to splitting the existing switching to provide a greater degree of control.

• Option of a wireless system that can be upgraded to a monitored system, enabling an easy addition of additional switching

• An upgrade of emergency lighting in the buildings listed

• Full survey and design of all emergency lights

• All emergency light fittings to be stand alone and self-test as a minimum

• Emergency light fittings to be the same manufacturer as general lighting

Note – You are to allow for design and estimating of emergency lighting works only, we will not be proceeding with this element at this stage, but would like to have a package ready for future implementation

• Full structural roof surveys of all buildings listed that are expected to receive new PV panels

• Full PV designs for the buildings listed above and are should contain the following details:

• Full panel layouts - These will need to include the Kw of the panels proposed, panel and invertor model/specification

• Mounting system details

• General arrangement and connection details, avoiding penetrations to roofs wherever possible

• Any alterations and additions required to the existing lightning protection

• Details of electrical sub metering and the fitting of Stark data loggers. - It is advised that early engagement with Stark to ensure the correct type of meter and logger is identified.

• In addition to the above, you will be required to:

• Prepare and submit the G99 Application on the University’s behalf, and liaising with Western Power regarding any constraints to electrical supply capacity on the local networks at each campus

• Provide commissioning and witnessing certification on completion

• Provide relevant onsite training to selected USW staff

• Ensure the chosen contractor provides operation and maintenance manuals and as built drawings.

The quantity of key items (including light fittings) should be clear, rather than just denoting an area is to have a particular type of lighting.

You should ensure that spatial allowances for all electrical installations integrated into the buildings design are clearly identified including services routes, inspection and access areas.

Estimating and Financial services

Estimating and financial requirements are required as follows:

• The preparation of pre-tender budget estimates, including cost, carbon and kWh consumption savings likely to be achieved

• The preparation of the pre tender activity schedules to allow contractors to comparably price for the works

• Provide estimated operating and maintenance costs of all lighting and PV designs

• Review of contractors financial submissions

• Attend regular Project team meeting as required.

Principal Designer Services

Principal Designer requirements are a required as follows:

• Provide detailed Pre Construction Information for the works

• Submission of F10 (if required)

• Approve Contractors Construction Phase Plan

• Regularly monitor, maintain and present the Health and Safety File as required.

• Provide monthly visits to the site during the Construction Phase and provide client feedback.

• Carry out all duties in accordance with The Construction (Design and Management) Regulations 2015.

• Attend regular Project team meeting as required.

General

Coordination of all design services

Programme

In accordance with the requirements of the NEC4 Professional Services Contract, you are expected to provide a programme of your works. You should also develop a detailed information release schedule for co-ordination between the design disciplines, which should be made available to the client for transparency.

Client meetings

You should provide frequent design team meetings (at a minimum on a monthly basis at design stage) and should make these available to the client for attendance. You should allow for your lead consultant to attend progress meetings with the client on a monthly basis throughout the life of the project. Succinct progress reports should be provided for both design team meetings, and client progress meetings.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Interested parties must be able to and document in their response:

Fulfill the requirements of an electrically led design team in full;

Provide the information as requested in the quality assessment criteria;

Meet the project design period deadline;

Hold the relevant level of insurance, as stipulated and provide evidence of;

Undertake a site visit in line with current Covid-19 guidelines and restrictions;

Fully price up the tender as stipulated in the Financial Assessment

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

1665

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Drawings to inform your submission are available via the Dropbox links in this notice in 1.2 and in the additional documents. Should these links not work, please email procurement@southwales.ac.uk to request the Dropbox link be sent to you directly.

Your tender submission must be uploaded to the Sell2Wales portal Postbox.

Your submission must be received by the closing time and date of midday, Monday 8th June 2020.

You should allow adequate time for the loading of your documents so as to ensure receipt as the postbox will electronically close at the deadline time and no further submissions will be accepted.

All queries in relation to the tender should be conducted via the Q&A function attached to this notice.

Site visits can be arranged by contacting Nicholas Fletcher, Project Manager at Nicholas.fletcher@southwales.ac.uk

Please note that due to the current restrictions in place around Covid-19 all site visits must be preceded by the submission of RAMS, and approved by USW in advance and a member of USW’s Estates staff may not be present at the visit.

(WA Ref:101653)

5.2

Additional Documentation

5.3

Publication date of this notice